How is Per Diem Calculated – Everything Need to Know

The General Services Administration (GSA) sets the rate recommendations for per diem. The rates are not law; your actual per diem rate may vary depending on your employer and where you’re traveling.

If you’re new to per diem or just curious about how it works, you’re in the right place. This guide will give you everything you need to know about how your employer calculates per diem. We’ll cover what counts as a travel day, taxes, and more.

So whether you’re considering taking a per diem job or just want to learn more, keep reading!

What Is Per Diem?

Per diem is a Latin term that literally means “per day.” In business, per diem is often used to refer to a daily allowance given to employees to cover expenses while traveling for work. Per diem can also be used more broadly to refer to any allowance given on a daily basis, such as an allowance for food or lodging.

What is Business Travel Per Diem?

When an employee travels for business, their employer may give them a per diem allowance to cover food and lodging costs. The allowance amount is typically based on the location of the travel and the length of the stay. For example, an employee traveling for business to New York City may receive a higher per diem allowance than an employee traveling for business to a small town.

Business travel per diem allowances are typically given in addition to the employee’s regular salary or an hourly wage. The allowance covers extra expenses that the employee incurs while traveling, such as the cost of meals not provided by the employer and the price of a hotel room.

What are Per Diem Rates?

Per diem rates are the daily allowances that employers give employees to cover food and lodging costs while traveling for business. The rates are typically based on the location of the travel and the length of the stay. For example, an employee may get $110 per day for food and travel costs for every day of an overnight trip or $55 per day for food and travel costs if they are not staying overnight.

Things to Know About Per Diem Rates

When an employer gives their employees a per diem allowance, there are a few things that the employees should keep in mind:

  1. The per diem allowance is meant to cover the extra costs of business travel, such as the cost of meals and lodging. It is not meant to cover the cost of transportation or other expenses.
  2. The per diem allowance is typically given in addition to the employee’s regular salary or hourly wage.
  3. The per diem amount may vary depending on the location of the travel and the length of the stay.
  4. The per diem allowance is considered taxable income by the IRS.
  5. Employees should keep track of their expenses while traveling to accurately report the amount of the per diem allowance they use.

Per diem rates may differ depending on your length of stay and location. Employees should check with their employer to see what the per diem rates are for their business travel.

Types of Per Diem Rates

There are two main types of per diem rates: the federal per diem rate and the non-federal per diem rate.

The federal per diem rate is set by the General Services Administration (GSA) and is used by many employers, including the federal government. The federal per diem rate for a particular location is the maximum amount an employer can reimburse an employee for food and lodging expenses.

The non-federal per diem rate is not set by the GSA and can be used by any employer. Non-federal per diem rates may be higher or lower than the federal per diem rate for a particular location.

Employees should check with their employer to see what type of per diem rate they will get for their business travel.

How Is Per Diem Pay Calculated on Travel Days?

There are a few different ways to calculate per diem. The most common method is to base the per diem on the federal per diem rates set by the General Services Administration (GSA). These rates are updated annually and consider the cost of lodging, meals, and other incidentals.

Another common method is to base the per diem on a percentage of the employee’s regular salary or hourly wage. For example, an employer may give their employees a per diem allowance equaling 50% of their regular salary while traveling for business.

Employees should check with their employer to see how they calculate the per diem pay.

Per Diem Guidelines

When an employer gives their employees a per diem allowance, there are a few guidelines that the employees should follow:

  • Employees should keep track of their expenses while traveling so that they can accurately report the amount of the per diem allowance that they have used.
  • Employees should only use the per diem allowance for business expenses, such as the cost of meals and lodging. The per diem allowance is not meant to cover the cost of transportation or other personal expenses.
  • Employees should check with their employer to see what the per diem rates are for their business travel.
  • Employees should keep track of their expenses so that they can accurately report the amount of the per diem allowance that they have used.

Frequently Asked Questions on Per Diem

Here are the most common questions we get about Per Diems.

Are Employers Required to Offer Per Diem?

No, employers are not required to offer per diem payments. Per diem is simply a way for employers to reimburse their employees for business travel expenses in a tax-free and convenient manner.

Is Per Diem Taxable?

No, Per Diem is not taxable. The IRS considers Per Diem a “working condition fringe benefit,” and as such, it is not subject to income or payroll taxes.

Is Per Diem Considered Income?

No, Per Diem is not considered income. Again, Per Diem is a “working condition fringe benefit,” according to the IRS. Therefore it is not subject to income or payroll taxes.

Can You Write Off Per Diem?

Employees cannot write off per diem payments on their taxes. On the other hand, employers can write off Per Diem they pay their employees.

Do You Report Per Diem on a W-2?

No, Per Diem is not reported on a W-2. Since Per Diem is not considered income, employers do not need to report it on their employees’ W-2 forms.

How is Per Diem Calculated for Truck Drivers?

The per diem for truck drivers differs from the per diem for other types of business travel. The IRS has a special set of rules for calculating the per diem for truck drivers. Basically, the per diem for truck drivers is a flat rate, regardless of where they are traveling. For 2022, truck drivers’ current per diem rate is $66 per day.

How to Calculate Per Diem Military

The per diem for military members differs from the per diem for other types of business travel. The Department of Defense (DOD) has a special set of rules for calculating the per diem for military members. For 2022, military members’ current per diem rate ranges from $155 to $800 per day.


Per diem is a way for employers to reimburse their employees for business travel expenses in a tax-free and convenient manner. There are a few guidelines that employees should follow when using per diem, such as keeping track of their expenses and only using the allowance for business expenses. Employers are not required to offer per diem, but it is a popular benefit among employees who travel for work. Looking for corporate lodging to house your employees while they travel? Globeo is the most trusted full-service lodging resource for mobile workforces today. We can find lodging rates to help optimize your employees’ per diems.

How To Avoid Jet Lag on Business Trips

If you’re like most business travelers, you dread jet lag. The fatigue, the disrupted sleep schedule, and the general feeling of being out of sorts can really put a damper on your trip. But there are ways to minimize the effects of jet lag and stay healthy and energized throughout your trip.

You can avoid jet lag on business trips by slowly adjusting your sleeping schedule to the new time zone, sleeping on the plane, avoiding caffeine/alcohol, staying hydrating, and eating nutrient-dense/healthy foods.

Jet lag usually lasts just a few days, but following our tips below can help you prevent and minimize the fatigue you might feel during your business travels. Read on for the 12 best tips to help you avoid jet lag on your next business trip.

What Is Jet Lag?

Jet lag is a condition that can be caused by traveling across multiple time zones. It is characterized by fatigue, insomnia, and other symptoms that make it difficult to adjust to a new time zone.

While jet lag can affect anyone, it is prevalent in business travelers who often travel across multiple time zones for work.

If you’re a business traveler, you know that jet lag can be a real pain. Fortunately, there are some things you can do to minimize its effects, which we’ll cover soon.

Why Jet Lag Happens

Jet lag happens because our bodies are used to a specific daily schedule. This schedule is known as our circadian rhythm.

When you travel across multiple time zones, you can disrupt your body’s natural circadian rhythm. This can lead to that familiar fatigue feeling as if you slept just one hour the night prior.

There are a few factors that can influence how severe your jet lag will be:

  • The number of time zones you travel: The more time zones you cross, the harder it will be for your body to adjust.
  • The direction of travel: It’s generally easier to adjust to a new time zone if you’re traveling eastward. This is because you’re effectively gaining time. Traveling westward is more difficult because you’re effectively losing time.
  • The amount of time you spend in the new time zone: If you’re only going to be in a new time zone for a short period of time, it will be easier to adjust than if you’re staying for an extended period.
  • Your age: Older adults tend to have more difficulty adjusting to new time zones than younger adults.
  • How you sleep on the plane: If you’re able to sleep on the plane, it may be easier to adjust to the new time zone.

Now that we know what jet lag is and why it happens let’s take a thorough look at the symptoms.

Symptoms of Jet Lag

The symptoms of jet lag can vary from person to person. They can also depend on the direction of travel and the number of time zones crossed.

Some common symptoms of jet lag include:

  • Fatigue
  • Insomnia
  • Irritability
  • Headaches
  • Constipation or diarrhea
  • Dry mouth
  • Difficulty concentrating
  • Anxiety
  • Lots of yawning

Jet lag is a real pain, but there are some things you can do to minimize its effects.

Best 10 Tips to Avoid Jet Lag on Business Trip

Here are the top ten tips to prevent jet lag during your next business trip.

Book a Good Seat on the Plane

When booking your flight, be sure to book a good seat. A window seat will allow you to rest your head against the wall and get some sleep. An aisle seat will give you more room to stretch out your legs.

Choose the seat type and location that is the most comfortable for you and will allow you to get the best possible sleep on the plane.

If you have a choice, choose a flight that arrives in the morning. This will help you to adjust to the new time zone more quickly. If you have to take a red-eye flight, try to sleep on the plane as much as possible.

Appropriate Dress Up

Dress comfortably for the flight. Wear loose-fitting clothes that are comfortable to sleep in. Avoid constrictive clothing, such as jeans or a tight belt.

And definitely don’t wear a suit and tie, even if you have a business meeting right after landing. Your suit will get wrinkly, and you won’t be comfortable. Plus, you can change at the airport when you land.

You may also want to bring a scarf or shawl to use as a blanket. And don’t forget your neck pillow!

Avoid Alcohol and Caffeine

It’s tempting to have a few drinks or a cup of coffee to help you stay awake on the plane. But alcohol and caffeine will actually make it harder for you to sleep.

So, avoid them as much as possible. If you do have a drink, make sure it’s not too close to your bedtime.

Turn off Screens

The light from screens can interfere with your sleep. So, turn off your phone, laptop, and other screens at least an hour before you want to sleep on the plane.

If you must use a screen, consider using blue light-filtering glasses. These glasses will help to reduce the amount of blue light that reaches your eyes, which tells your brain it is daytime and keeps you awake longer.

Carry Sleep Essentials

Pack some essential items to help you sleep on the plane. This might include an eye mask, earplugs, noise-canceling headphones, or a small blanket.

You might also want to bring along some lavender oil. Lavender has calming properties that can help you to relax and fall asleep more easily.

Try to Avoid Napping When you Reach your Destination

If you can, stay awake until it’s nighttime in your new location. This will help you to adjust to the new time zone more quickly.

If you’re exhausted, it’s better to take a short nap than to push yourself too hard and end up grumpy and exhausted for the rest of the day. Just make sure your nap is no longer than 20-30 minutes.

Expose Yourself to Light

Light exposure can help to reset your body’s internal clock. So, as soon as you wake up in the morning, open the curtains and let in some natural light.

You can also use a light therapy box for 30 minutes each day. This is especially helpful if you suffer from jet lag and have trouble sleeping at night.

Or, if it’s nighttime when you arrive, go for a walk outside. The fresh air will also help to wake you up.

Move Around

Sitting in one position for too long can make you stiff and uncomfortable. So, be sure to get up and move around every few hours.

Do some simple stretches in your seat. Or take a walk down the aisle. If you have time before your flight, go for a short jog or do some other exercises to get your blood flowing.

Eat for Energy

What you eat can also affect how jet-lagged you feel. So, be sure to eat foods that will give you energy and help you to stay awake.

Some good options include:
– whole grain bread
– oatmeal
– eggs
– fruits and vegetables
– lean protein, such as chicken or fish

And don’t overeat while you’re traveling. It can throw your digestive tract out of whack. Avoid sugary and processed foods too, which can make you feel sluggish.

Stay Hydrated

Drinking plenty of water is always important. But it’s vital when you’re traveling.

Being dehydrated can make you feel tired and sluggish. So, be sure to drink plenty of water throughout the day.

And avoid alcoholic and caffeinated beverages, which can actually cause dehydration. Instead, stick to water, juice, and herbal tea.

Adjust Your Schedule Slowly

Start adjusting your sleep schedule a few days before your trip, if possible. For example, if you’re traveling from New York to London, start going to bed and waking up an hour later each day.

This will help your body to adjust to the new time zone slowly. And it will make the transition easier on you when you finally make the trip.

Book a Comfortable Hotel Room

Make sure you book a hotel room that will help you to get a good night’s sleep. Look for a room that is quiet, dark, and cool. And make sure the bed is comfortable.

You might also want to request a room that is not near the elevator, pool, or ice machine. These can be noisy and make it difficult to sleep.

Frequently Asked Questions on Jet Lag

Here are some common questions about jet lag.

Does Taking Melatonin Work for Jet Lag?

Melatonin is a hormone that helps to regulate sleep. Taking melatonin supplements can help you to fall asleep more easily and stay asleep longer.

It’s especially effective if you suffer from jet lag and have trouble sleeping at night. Just be sure to take it at the right time. If you take it too early, it can actually make it harder to fall asleep.

When Will Jet Lag Go Away?

Most people start to feel better within a day or two. But some people may experience jet lag for up to a week or more.

If you’re still feeling jet lag after a week, you must talk to your doctor. There may be an underlying medical condition causing your symptoms.

How Do You Trick Your Brain to Avoid Jet Lag?

You can trick your brain into avoiding jet lag in a few different ways.

One way is to adjust your schedule slowly before you make the trip. For example, if you’re traveling from Las Angeles to New York a week before your trip, you can go to bed and wake up an hour later each day.

This will help your body to slowly adjust to the new time zone.

Another way is to expose yourself to natural light when you arrive at your destination. This can help to reset your body’s internal clock.

If it’s daytime when you arrive, go outside and walk around for a bit. And if it’s nighttime, open the curtains and let in as much light as possible.

You can also try to avoid napping during the day. This can help you to stay awake and adjust to the new time zone more quickly.

Does Flying Business Class Reduce Jet Lag?

There is some evidence that flying business class can help reduce jet lag.

One study found that people who flew business class had less jet lag than those who flew economy class.

The theory is that business class passengers have more leg room and can sleep more easily on long flights. This helps them to arrive at their destination more rested and less jet lagged.

If you’re concerned about jet lag, flying business or even first class may be worth the extra cost.

When Should I Call the Doctor?

If you’re still feeling jet lagged after a week, it’s important to talk to your doctor. You might have a medical condition or illness causing fatigue.

Your doctor will likely ask about your travel plans and how you feel. They may also order blood tests or other tests to rule out other conditions.


Jet lag can be a real pain, especially if you’re traveling for business. But by following these tips, you can minimize its effects and make your trip successful.

Don’t forget to adjust your schedule slowly before you travel, book a comfortable hotel room, and expose yourself to natural light when you arrive. And if all else fails, remember that most people start to feel better within a few days.

Do you have employees traveling frequently for business? Globeo can help get you the best long-term lodging rates no matter where your business takes you.

Corporate Travel Counselor: What is it & Do you Need One?

Corporate travel counselors are almost every business traveler’s secret weapon. If you’re a business traveler who wants help with your business travel needs or trying to find ways to save money on your next trip, a corporate travel agency may be able to help you achieve both.

Additionally, whether traveling abroad or within the country, a corporate travel counselor can help with expenses, taxes, etc. A corporate travel counselor is an employee of your company that works with other organizations and companies to help plan business trips, entertainment, and other requirements companies may have when traveling for business.

Who is a Corporate Travel Counselor?

As technology becomes more advanced, corporate travel is changing, and so are the roles of the traveling professionals in it. Instead of just providing travel services, corporate travel agents work with both internal and external organizations to help create effective policies and manage their spending. This includes minimizing costs, staying on budget, mitigating risk, and raising corporate discounts for employees.

Corporate travel counselors may also have other responsibilities, such as creating custom travel itineraries for clients and managing their accounts. They may also be responsible for providing training to direct-reportemployees that handle their company’s travel arrangements.

Why Do You Need a Corporate Travel Counselor?

Corporate travel is a fast-paced, ever-shifting world, making it difficult to navigate. To get through your business trips, you need to overcome obstacles such as fluctuating fuel prices, frequent airline schedule changes, and travel benefits taxes. Corporate travel demands a knowledgeable, consistent travel management counselor who knows how to cut costs without sacrificing the quality of service for your employees. Corporate travel counselors can help you avoid many problems, as discussed below.

Travel Planning

Travel planning can be a complex process, and there are many different factors to consider. With the help of a corporate counselor, you can take the time you need to plan your trip in advance to have a stress-free business trip. The best thing is that they also handle any changes during the planning process.

They have extensive experience creating customized travel arrangements for large groups and understand how to manage the complexities of coordinating multiple travelers.

Managing Employee Travel Plans and Policies

Even if you have an employee handbook, employees will still need help making airline reservations or confirming hotels when traveling on company business. A corporate travel counselor will make sure employees set up everything properly and guide them in creating a travel policy that fits your company’s needs. Additionally, they can train employees to use the system properly to know how to book their trips and make sure they follow the company’s rules.

A corporate counselor helps coordinate ground transportation and ensure the appropriate documentation is in place to ensure compliance with company policy. They may also assist with tax implications of frequent business travel or other financial matters related to employee business trips.

Hotel Reservations

One of the most common types of corporate travel is business trips involving overnight stays at hotels or resorts. Corporate travel counselors often handle all aspects of these trips, including booking flights and hotels and arranging transportation between airport terminals and hotels/resorts. They can also be in charge of planning meals at restaurants and even organizing entertainment options for employees that are too busy with work. They also help you find hotels that meet your needs and are cost-effective.

Meeting Room Set-Up

Meetings and conventions are a big part of corporate travel. And if you’re responsible for managing the meeting, you probably have some questions about how to make sure everything goes smoothly. One of the first things a corporate travel counselor does is help you set up the meeting room. They can answer any questions about what equipment will be needed. Also, they work with the hotel or convention center to make any special requests employees may need ahead of time, such as ensuring enough space for everyone in the room.

When it comes time for the actual event, a corporate travel counselor helps arrange transportation from the airport or train station to your meeting location. If you have an early flight out of town after the event is over, they can ensure you get where you need to go by providing ground transportation back to the airport or train station.

Help You Get the Best Travel Insurance

Travelers should always have a separate health insurance policy covering them outside their home country. This will protect you if you need medical care, especially when traveling abroad. Most companies don’t offer abroad health insurance, or if you want additional coverage. A corporate travel counselor can set up travel insurance plans for individuals or groups of employees. They can help you find the best insurance plan for your needs, whether it is for trip cancellation/interruption, medical evacuation or baggage loss/delay.

Benefits of Working with a Corporate Travel Counselor

Whether you’re starting your first business trip or are ready to start planning your next big corporate event, it’s important to have the right tools and information at hand. Corporate travel counselors are your source for all information you need to ensure your business is covered from head to toe when it comes to your company’s travel expenses. These professionals have expert knowledge of the intricacies of the corporate travel market, and if you’re not using their services, you’re missing out on a great opportunity!

Here are some benefits of working with a corporate travel counselor:

Learn Best Practices for Travel Planning

Corporate counselors help business travelers learn best practices for travel planning, such as how to choose between first-class and economy, which luggage to use, and how to pack for international flights. Corporate counselors can also provide information about the latest security threats, such as terrorist activity or natural disasters.

If you work in an office with many international employees, having a corporate counselor is a good way to keep everyone up-to-date on travel restrictions and other important facts. A good corporate travel counselor will be able to advise you on how to plan your next business trip or vacation. They’ll share their expertise on where to stay, what to do and how you should get there.

Get The Best Deals

The most significant benefit of using a corporate travel counselor is that they work with a wide variety of airlines and hotels so that they can find you the best deals. You’ll have access to their vast network of connections in the industry and can book flights at the best prices available on any given day. They may even be able to negotiate rates for you if you’re booking large quantities of tickets. Many companies offer discounts for employees who book through their corporate travel office, so it might be worth checking into this option before booking anything yourself.

A corporate travel counselor will be able to compare each option and help you decide which one is best for your needs. In addition, they’ll look at what other companies are doing in terms of booking flights and compare them against yours so that you get the best deal possible.

Help Streamline Your Travel Process

The job of a corporate counselor is to help with any problems or issues that may arise when employees are away on business trips or conferences. They are there to assist with any legal matters or concerns that you may have about your company’s policies, procedures, and compliance issues. A corporate counselor will also help ensure that you have all the necessary paperwork to get back to work quickly when you return from your trip.

Also, you can be sure that your travel counselor will cater to any inconveniences in your trip. For example, if a flight is overbooked or canceled due to inclement weather, a travel agent can find alternate transportation options for you so that you don’t have to wait hours at an airport until it opens again.

Ensures Accommodations Are Available

Every business traveler knows how frustrating it is when you arrive at your hotel only to find out there aren’t any other rooms available. A travel counselor can ensure that this doesn’t happen by making sure all the properties they recommend have plenty of rooms available when you need them. These personnel works closely with hotels and airlines to ensure availability even during peak times. So no matter what time of year you need to travel for business purposes, rooms will always be available for your group.

Your company may have specific hotel size or location requirements that they need before booking a hotel room for its employees. A corporate travel counselor will know the location of these hotels so they can provide clients with options that meet their needs without compromising their budget or time constraints.

Guidance On How to Maximize Your Budget

It’s no secret that corporate travel can be expensive. One of the main reasons companies hire a corporate travel agency is that they want to spend their money wisely. Corporate travel counselors can help you develop strategies that will help you save money and ensure that your team gets the best possible service. They also guide how much you should spend on each trip to avoid overspending your budget. You’ll also benefit from their knowledge about frequent flyer programs and loyalty rewards, which can save business travelers money in the long run.

A corporate travel counselor can help you find ways to save money on flights, hotels, and other expenses related to traveling for work. They can also recommend hotels that offer discounted rates for frequent travelers or companies who frequently book rooms at their properties.

They understand Your Travel Needs

Corporate travel counselors have been working with businesses for many years now, so they know what types of companies need their services and what type of services they require. This means that they have experience dealing with different businesses, whether small or large, local or international. They know exactly what kind of services these clients need, which means they can make good recommendations based on their needs and requirements.

Understand Your Company Travel Policy

A corporate travel counselor will thoroughly understand your company’s travel policy and work within those parameters to find the best deals. This saves you time and effort since you don’t have to look around for deals yourself or figure out how much money you need to spend on each trip. This allows you to focus on other aspects of running business instead of worrying about booking flights and hotels for employees or clients.

You Save Time

If you’re a business traveler, you know how much time and money it takes to plan a trip. Hotel reservations, flights, meeting rooms, meals, there’s a lot of work involved before you even step on the plane. The best thing is that corporate counselors can help. They can do all the work for you and ensure everything runs smoothly for your business trip.

A travel counselor arranges hotel accommodations, flights, and transportation so that you don’t have to worry about any of those details when planning your trip. They’ll do all the legwork so you can focus on other aspects of your trip, such as meeting attendees or clients face-to-face during your travels.

Bottom Line

In a world of busy schedules and tight budgets, the best-designed business travel plans are often hard to handle. The best thing is that a corporate counselor ensures your business trip is worthwhile. Whether you’re planning a multi-city trip or a simple interstate flight, a corporate agent will ensure all aspects of your business travels are ready to go. 

Corporate travel counselors ensure the traveler gets the personal attention required to plan their business trip. Also, those who work in the travel department benefit from having an extra set of eyes on things when making the travel plans. In short, corporate travel concierges are changing how companies book their business travel and easing the burden of doing so.


Top Business Travel Safety Tips for Employees

When it comes to business travel safety planning, there are certainly a lot of things you must consider. From vetting the hotels you book, the countries you visit, and the modes of transportation you take on your journey, you need to be fully prepared.

While business travel is a rewarding experience, there can also be some risks. Whether the trip is across the country or town, there are safety tips to consider no matter how far you are traveling for your job.

An unsafe work environment can prove to be costly both emotionally and financially and injure the productivity of the whole organization. Here are some tips that can help you ensure a positive workplace culture when your staff members travel.

Plan Ahead for Your Business Trip

The first step in preparing for a business trip is planning as much as possible. Ensure you know where the airport, train station, or bus terminal is located, when the departure is scheduled, and when to arrive at the airport or other transportation facility. Plan to arrive at least one hour before your flight or train departs so that you have time to check-in, go through security and make any last-minute purchases before boarding.

Planning can prevent many problems such as missing a connecting flight or staying in an unfamiliar city overnight because of delayed flights or lost luggage. It also helps to know what paperwork is required for your trip and whether you need vaccinations or other medical care before leaving home. While some business trips can be short and spontaneous, you should always have a clear idea of where you’re going and when you’ll be back.

Check out the Airline’s Safety Record

Research is key when it comes to booking international travel flights. One of the first things you should check out is the airline’s safety record. You can find this information on sites that have lists of airlines ranked by safety standards, customer service, and overall experience based on customer feedback. If there are a lot of complaints about delays or cancellations, you might want to consider flying with another airline.

If there are several accidents or incidents, consider flying with another airline or rethinking your travel plans altogether. You should also check out the airline’s refund policy. If they don’t offer refunds, book with a different carrier instead.

Make Sure You Have Travel Insurance

If you’re traveling for business purposes in a foreign country, chances are that you’ll be away from home for an extended period, possibly several days or weeks. This means there’s a chance something could go wrong during your trip or even after. You never know when an accident or illness will strike, and if you’re traveling for work, your company may not pay for medical expenses. A good travel insurance policy covers lost baggage, trip cancellations, and emergency medical care.

If you’re traveling out of town for work, your employer may cover lost wages and medical expenses if you’re injured or ill. However, it’s important to understand that this type of coverage is limited and not comprehensive. That’s why it’s important to have your personal travel insurance policy before you leave home to be protected in case of an emergency or accident.

Use Secure Wifi Connection

Having secure Wi-Fi connections is one of the most important security measures. It’s not enough to connect to an open network. You also need to make sure that it’s encrypted and protected. This can be done by checking the network’s security protocol you are connecting to. If the connection is unsecured or protected with a weak password, don’t use it. The last thing you want is your personal information stolen while traveling for work.

Hackers can easily access unsecured networks. So when connecting to public Wi-Fi networks, use a virtual private network (VPN) service to protect your data and identity. VPNs encrypt all of your activity so that no one else can see what you’re doing online. This also helps prevent hackers from gaining access to your device or stealing your personal information if they manage to break through the Wi-Fi network’s security.

If you don’t have access to an encrypted corporate VPN, then use a secure public Wi-Fi connection, such as those found at airports or coffee shops. When using these networks, avoid accessing sensitive information. Don’t do any banking or check email while in an airport terminal.

Conduct a Thorough Pre-Travel Risk Assessment

You should complete a thorough pre-travel risk assessment before any trip, regardless of whether or not it’s a business trip. This will help you identify potential risks and prepare for them. Conducting this assessment will also allow you to determine what type of insurance coverage and safety equipment you need before leaving for your trip. 

For example, if you’re going to be in an area with a high crime rate, perhaps it would be wise to purchase some pepper spray or take self-defense classes before leaving home. Or look for hotels near the police station or safer/more secure locations in the city. 

A risk assessment can include checking weather conditions in the area, contacting local authorities, and checking with your employer about any special security protocols that may need to be followed during your trip. This will help ensure that you are prepared for whatever situation may arise during your travels when you arrive at your destination.

Have the Right Travel Documents

You should always carry their essential documents such as copies of their passports and visa. Make sure you have a passport that works for all countries you plan to visit and, if possible, multiple copies. Know what kind of visa you need for each country and ensure it’s in order before leaving the country. If you’re traveling internationally on business, make sure someone from your company has all the necessary information handy if something happens while you’re away.

Your passport should be valid for at least six months after your return date from your business trip. If you happen to lose your passport, make sure you have photocopies of all your documents on hand so that you can replace them quickly.

Keep Track of Your Credit Cards and Debit Cards

If you’re traveling on business, it’s good to carry only one credit card and one debit card while on the road. If your wallet is lost or stolen, you won’t lose all your payment methods at once. If you need to travel with more than one card, keep them in separate places, i.e., one can be in your purse/bag and one in your pocket.

It’s easy to lose track of these items when traveling for work because they can get lost in the shuffle or stolen by someone from your hotel room. If you suspect that someone has stolen your card information, contact your bank immediately so they can cancel it before any unauthorized transactions occur. 

You should also take photos of all of your cards, the front and back so that if they are lost or stolen, you’ll have an easy way to report them as missing or stolen and get replacements quickly. But, make sure you secure your phone with a passcode or biometric. Otherwise, if your phone gets stolen, the thief will have all of your card information.

To protect yourself, keep a close eye on your credit card statements whenever you travel for business. If there’s an unauthorized charge, you’ll know about it right away and can cancel your card before more money is stolen from your account.

Be Prepared for the Weather and Possible Natural Disasters

You don’t want to get caught in a storm or other natural disaster while traveling. Being prepared can help keep you safe should anything happen.

For instance, if you’re going to be traveling during hurricane season, make sure your hotel is prepared for storms and evacuations. You’ll also want to check if there are any natural disasters in your area that could affect your trips such as earthquakes or wildfires.

Make sure you have travel plans for every type of weather event that could occur. If there is a possibility of severe weather, contact your manager or the company’s travel department to see if they can help you find alternate flights or if they can reschedule your trip for another day. Also, make sure you know what constitutes severe weather in your area to stay away from hazardous situations.

Have an Emergency Plan

If there’s an emergency, having a plan will help you stay safe and get back to your family or friends as quickly as possible. Ensure everyone knows where to find the information about your trip and who to contact if something goes wrong. You should also let them know how long they should wait before filing an official missing person report with the police or other authorities.

Everyone involved in the business trip needs to know what to do in an emergency. It’s important to have emergency services ready before you leave so that everyone knows what steps to take if something happens.

Have one central place where everyone can go if there’s an emergency at home or on the road, like an office building or hotel room. This could be as simple as printing out directions to a local police station or fire department and posting them prominently in each building or hotel room where people are staying during their trip.

Also, make note of the emergency telephone number in the country you are visiting. If you’re from the U.S., you know 911 by heart. But, in many countries, the emergency line differs. 

Take Proper Health Precautions

Ensure you’re up to date on all vaccinations before you leave home and get any medications you might need from your doctor or local pharmacy. Pack plenty of insect repellent especially if you’re going somewhere known for being buggy.

Business travels need a high level of mental alertness, therefore it’s sad that most hotel guests don’t get enough rest. To ensure a restful night’s sleep, keep an eye out for anything that seems off in other people’s evaluations. How many complaints are there regarding the noise or the beds? If there are too many complaints about these things, consider switching hotels or rooms. Also, pay attention to the quality of the pillows and sheets. Many travelers often overlook these things but they can make or break a night’s sleep!

Staying healthy while traveling by eating well and exercising regularly should be a top priority. This helps keep your immune system strong to fight off infections more easily if they occur while away from home. Additionally, ensure water and food safety by avoiding street food especially if it looks or smells strange or if the vendor doesn’t wash his hands before serving you food.

Understand Local Ground Transportation Options

Before booking your flight or car rental, research transportation options in your destination city to ensure that you’re not putting yourself in danger by using public transportation or taxis. Some cities have rail systems that are safe and reliable, while others lack public transit altogether.

You don’t need to know every detail about each mode of transportation in every location you visit. But it’s important to understand the basic differences between taxi services, buses and trains, and other forms of ground transportation.

For instance, taxis can be a great way to get around a city if you’re comfortable with them and know how they operate. But they aren’t always safe. In many countries, taxi drivers can be aggressive or overcharge, especially if they see that you’re a tourist or don’t speak the local language well enough to negotiate prices or ask them questions about traffic laws.

If you’re traveling to a major metropolitan area with public transportation, it might be possible to use public transportation to get around town instead of renting a car. This can save money and reduce getting into an accident while driving in an unfamiliar city.

Bottom Line

Ultimately, travel safety is important for every business trip. The 11 travel tips above are a good starting point. And if you follow them, there’s absolutely no reason why you shouldn’t be able to travel for your business trip safely and effectively. 

The tips may not cover every situation, but they should do their part to make sure your business travel is safe and secure. And if you feel like something is amiss, don’t shy away from asking for help – the last thing you want to do is have a negative situation escalate.

How to Save Money on Business Travel

If you’ve ever traveled for business, it’s probably no surprise that it is one of your biggest expenditures. Unfortunately, travel doesn’t come cheap, and it’s easy to fall off the tightrope balancing work/life and personal finances. The high cost of flights and hotels often takes a large chunk out of the budget. You might not think they have anything to do with each other, but they are very much tied together.

Business travel can cost you hundreds, even thousands of dollars a month if you don’t follow some budget travel tips. Most employees have no idea how much they could be saving for their business if they only take the time to look into some cash-savings tips. 

From car rental, parking, gas, and tolls to your dining and entertainment expenses, these 12 tips and tricks can help you save a significant amount of money when traveling for business.

  • Book Early and “Smart”

The best time to buy airline tickets is when you’re about a month away from departure. You can get a better price by booking early, but there’s no guarantee that seats will still be available if you wait too long. If you’re flying round-trip, try to book at least two weeks in advance. 

If you’re flying one way, book at least a week in advance. The earlier you book, the more likely you will find cheap fares on direct flights and the fewer options for connecting flights which means less competition for seats on that flight.

If a flight is sold out when you try to buy it, look at prices for other airlines or dates. You might find a lower fare than what was available when you first looked at the flights. Nevertheless, don’t assume that the lowest fare is always the best value for your money when booking flights. It may not include checked bags or seat assignments, so check all options before booking your flight ticket.

If you’re flying internationally, consider using an online travel agency because they often offer better rates than airlines themselves, although this varies depending on the airline. Don’t forget to check out airfare sales periodically. Airlines frequently change their prices based on demand, so if there’s a big event scheduled like a conference or trade show, expect ticket prices to be higher.

  • Avoid Connecting Flights

If you’re flying from city to city, it can be tempting to book a flight connecting to an airport hub. But these connecting flights are more expensive and always longer than direct flights. Traveling through connecting flights for a business trip is that you’ll need to change airlines and terminals, which means plenty of time spent in airports. If you want to save money on business travel, avoid connecting flights and book direct flights instead.

If you have to connect, choose shorter layovers with shorter connection times at the same terminal as your destination. You’ll still have to get off the plane and go through security again, but it’ll be much faster than making transfers between terminals and getting in line at the gate again.

  • Compare Rates Online

The best way to save money on business travel is to use a comparison site that lets you search for and book your flights, hotels, and rental cars all in one place. These sites let you compare rates from hundreds of sites, including airlines, hotel chains, and car rental companies. Then check with the airline directly to see if they offer any discounts or incentives for booking directly through them.

When booking your trip, look for packages that include all three elements in one place. The package should include a flight, rental car, and hotel room if you are flying. Traveling by train or bus should include your transportation and accommodations.

If you find a great deal at one place but not another, don’t hesitate to make the call to book your reservation with that company directly. You might have to pay a small fee if there isn’t an online booking system, but it’s worth it to get what you want at the price you want it at!

The trick is knowing how to compare rates online. Here are a few tips:

Use a Travel Website

The easiest way to find a good rate on business travel is by using an online travel site as they’ll help you compare prices and features easily. Online travel websites like Expedia, Cheapair, Orbitz, and Travelocity offer discounted rates on flights, hotels, and other services. They also have an extensive database of information about each city so you can find out what’s happening before you arrive.

Look at Different Dates and Times

When searching for flights, try out different departure dates and times if the price seems too high. Sometimes, it can be much more affordable if you wait until later in the week or month.

Book Early or Late in the day

Airlines usually offer better rates if you book early in the morning or late at night when fewer people are booking tickets. However, hotels often have better deals when booked closer to check-in time to fill up empty rooms.

  • Consider a Travel Management Company

A travel management service is a third-party company that handles all of your business travel bookings. These services can help you save money by booking flights at off-peak times or finding deals on hotels and rental cars that are otherwise unavailable through traditional means. 

They might also ensure that you’re getting the best price on any upgrades or extras you want to be included in your trip. Many companies offer these services as an alternative to booking your own travel arrangements. Some even offer concierge services that will help you arrange other activities that you may need. 

These companies cover all the logistics involved in booking your travel, from finding the best deals on flights to arranging for hotels and rental cars for you. They also make it easier for you to stay within your company’s trip budget. It also makes booking flights and hotels easier than doing so yourself.

However, travel management companies cost money. So you will have to convince your employer to hire one. The benefit is that they save the business more money on travel than what they charge. 

  • Save Money on Hotels by Booking Off-Peak Times

Hotels often have off-peak pricing during certain hours of the day or week. So check out their rates before booking a room during peak times like weekends or holidays. 

Know that hotel prices vary by season. The best time to book is usually in the middle of the week. If you can’t avoid traveling during peak seasons, try booking a room for just one night rather than two or three nights.

When possible, avoid the busiest times of the year when airlines are more likely to increase their fares. Most airlines offer discounted fares during certain times, such as after the holidays or slow travel periods like January and February. 

The best way to find deals is by signing up for an airline’s email list or following them on social media channels such as Twitter and Facebook.

  • Make Sure You’re Getting the Best Deal

The best way to save money on business travel is to ensure you’re getting the best deal on every expense. 

If you will be staying in a hotel, it’s worth checking out what other accommodation options are available. You might find another hotel nearby that offers cheaper rates than your chosen location. There are also many ways to reduce your costs when traveling by car or coach. You could share a car with another person or even use public transport instead of driving yourself.

For example, if you are booking a flight, you should compare the prices of flights on different airlines and routes before deciding on the best deal. Some airlines offer cheaper fares if they know they will have empty seats on their return flight home. They’ll charge more for those seats because they know people will pay extra for them even if they don’t need them so that they won’t miss their connection in another city or country.

  • Use a Rewards Card for Your Travel Purchases

Rewards cards offer a variety of perks, including bonus points for travel spending. If you have a rewards card and pay for many flights or hotel rooms through the card, you can rack up many extra points or miles that you can redeem for free flights or hotel stays. This includes airline tickets, hotels, rental cars, and anything related to your trip.

If you don’t have a rewards credit card yet, consider applying for one that has this benefit. You may even be able to get one with no annual fee. Use this card as much as possible while traveling to avoid losing any potential points.

Many airlines offer rewards programs where you earn points for each dollar spent — then use those points toward future flights or other perks like upgrades or gift cards. 

For instance, you may receive miles for every dollar spent on tickets booked through an airline’s website. The miles can then be redeemed for free flights and other benefits such as priority boarding and access to the airline’s Club lounges.

  • Use Airbnb For Longer Trips

Airbnb has several options that can save you money and give you a more authentic experience in the city you’re visiting. This is especially true if you’re traveling with colleagues and want to be able to cook meals together or feel like you’re at home after work hours.

Airbnb offers cheaper alternatives to traditional hotels for longer trips, especially in cities with expensive hotels and high costs. The company also has options for single rooms with shared bathrooms and kitchens, which are great for people who don’t want to spend too much money on a hotel room and don’t want to eat out every night either!

If you don’t mind staying in an apartment or house instead of a hotel, consider using Airbnb. Plus, you can find some great places in popular destinations that will feel like a home away from home. If you’re worried about safety, check out reviews and look at pictures before booking any place through Airbnb.

Airbnb has a business travel section with listings designed specifically for travelers who need long-term stays, such as those looking for a place to stay while attending an event or working on a project. 

If you’re not sure if your company will reimburse you for your expenses when traveling for work, get in touch with your manager or HR department before booking anything!

  • Consider Driving Instead of Flying

Flying has become so commonplace that people forget how expensive it is, especially if you’re not flying coach or economy class. If you’re driving instead, it’s sometimes cheaper and faster than flying. If you live near an airport and drive to another city where your meeting takes place, it can be more cost-effective than flying directly to the airport closest to your meeting location.

If you plan to drive, consider making the trip with other people who want to go in the same direction. You could split gas costs, car rental fees, and hotel costs. Also, make sure to fill up your tank before heading out on your trip so that you don’t have to stop for extra fuel along the way.

Here are some reasons why driving may be the better choice:

It Might be Cheaper

You can sometimes rent a car or buy one outright at a lower cost than flying and paying for airfare, baggage fees, and other services that may not be included in your ticket price. 

A car rental can be half the cost of a plane ticket, and it’s not hard to find a rental place near your destination. If you don’t have a car and don’t want to rent one, consider taking public transportation.

But, if you have to drive a long distance and stay multiple days, the costs of a rental car can be much more than airfare. Remember, you are charged each day you have the rental car, not just the days you’re driving to and from your destination. So, in some cases, air travel is cheaper. 

You Have More Control Over Your Schedule

If there’s an accident or bad weather on the way to your destination airport, it could delay your flight and make you late for meetings with clients. Driving allows you to choose routes based on traffic conditions and avoid unexpected delays.

Plus, you get to leave on your schedule and make stops when you want to. 

No Security Checks or Long Lines at the Airport

When you’re flying, there are so many security checks that it feels like an eternity before you get on the flight itself. There aren’t any security checks or long lines when you drive to your destination! Just hop in your car and go!

  • Ask for Discounts and Freebies

One of the ways to save money on business travel is by asking for discounts and freebies. In fact, this is one of the best ways to save money on business travel because it doesn’t require lots of effort or cost on your part. All you need to do is ask, and if they are willing to give you a discount or a freebie, you’ll be saving money right away.

Here are some tips on how to ask for discounts and freebies when traveling:

Sign Up for a Rewards Credit Card

The perks of these cards can range from cash back to free hotel stays, depending on which one you choose. But even if you don’t want to go through the hassle of signing up for a new credit card, many companies offer discounts on the spot for getting their credit card. 

Use social media

If you’re going somewhere with hotels or restaurants you’re interested in, check out their Facebook pages or follow them on Twitter. Many companies will offer special deals for people who follow them online. Sometimes, the offers are even better than they’ll give you over the phone!

Search Online for Coupons and Discounts

If there’s a particular hotel or restaurant you have your heart set on, search online for coupons and discounts, there are plenty out there! You’ll often find vouchers for free appetizers at restaurants or discounted rooms at hotels if you do some digging around before calling to book your room or table reservations.

Ask For Referrals

Ask friends or family members if they know anyone who works at the location where you’re planning on staying or eating. They might be able to get a discount code that can save!

  • Pack light

Packing light is one of the most important skills for business travelers. It can save you money on baggage fees and reduce stress when there’s less stuff to carry around.

Keep a list of what you need and stick to it. Before heading out on a trip, make a list of everything you need to take with you. This way, when you pack your bag, make sure everything is on there and nothing extra has been added in case of emergencies at the last minute. 

You’ll also know exactly how much space each item will take up in your bag, so there won’t be any last-minute cramming in of items that don’t fit or, worse yet — items that do fit but shouldn’t!

If you can make do with just one bag or suitcase for a weeklong trip, great! If not, try to limit yourself to two pieces of luggage at most. Check out these tips on how to pack light:

  • Roll your clothes instead of folding them. Rolling makes them take up less space and keep their creases.
  • Use compression bags to pack smaller items like socks, underwear, and shirts. These bags compress your clothes to take up less space in your suitcase or duffel bag.
  • Use packing cubes to separate outfits, so they’re easy to find when you need them.

Use Public Transportation Whenever Possible

If your destination is walkable or even if it isn’t, consider using public transportation instead of renting a car or taking cabs and Ubers everywhere. You’ll save on gas and insurance, not to mention wear and tear on your vehicle. Plus, parking fees can add up quickly when you’re in an unfamiliar area.

Additionally, public transportation is best if your destination has excellent public transportation options or is not too far from a major airport where rental cars are plentiful and affordable. If possible, try taking public transportation from the airport into town to avoid worrying about finding parking or getting lost in unfamiliar territory once you arrive at your destination city. 

Bottom Line

The best advice on saving money during business travel we have is not to neglect the small details. Many things, even seemingly trivial business travel expenses, can add up and cost you more than you would expect. Always keep an eye on your spending, stay organized, and compare flights often. 

You could save yourself hundreds or even thousands of dollars on business travel this year by following the 12 tips we provided above. A bit of planning and effort can go a long way towards minimizing your travel costs, so set aside some time to implement these ideas in your own life and lower your business travel expenses.

What Does a Corporate Travel Manager Do?

A corporate travel manager is responsible for coordinating and managing all travel arrangements for a company. This includes booking airfare, hotels, rental cars, and any other necessary transportation and accommodations.

The corporate travel manager also works closely with travel vendors to negotiate contracts and discounts on behalf of the company. In addition, the corporate travel manager may be responsible for developing and implementing policies and procedures related to travel.

To learn more about corporate travel managers and what they do, keep reading!

Corporate Travel Manager’s Key Functions







The corporate travel manager position is a vital role within a company as it helps ensure that employees can safely and efficiently complete business travel.

This position requires strong organizational skills and the ability to work well under pressure. The corporate travel manager must also be able to communicate with employees, vendors, and other stakeholders effectively. 

Here are travel managers’ essential job functions:

Travel Program Optimization











The corporate travel manager is responsible for developing and managing the company’s travel program. This includes identifying ways to optimize the travel program to reduce costs and increase efficiency.

To do this, the corporate travel manager must keep up with industry trends and developments related to business travel. They must also have a strong understanding of the company’s business needs to effectively develop and implement travel policies and procedures.

Contract Management










The corporate travel manager is responsible for negotiating contracts with travel vendors on behalf of the company. This includes airfare, hotels, rental cars, and any other necessary transportation and accommodations.

The corporate travel manager works closely with vendors to ensure that the company gets the best possible rates and discounts. They must also be able to effectively manage vendor performance to ensure that the company is getting the level of service they expect.

Implementing Technology to Make Travel Better











The corporate travel manager is responsible for implementing technology solutions to make business travel more efficient and effective. This includes working with software developers to create custom travel applications, integrating new technologies into the company’s travel program, and training employees on how to use these technologies.

The corporate travel manager must be able to effectively manage change and ensure that all stakeholders are on board with the implementation of new technologies. They must also be able to troubleshoot technical problems as they arise.

Performing Risk Management and Safety Reviews











The corporate travel manager is responsible for performing risk management and safety reviews related to business travel. This includes assessing the risks associated with specific destinations, reviewing travel policy and procedures, and conducting training on travel safety.

The corporate travel manager must be able to identify potential risks and develop mitigation plans to reduce these risks. 

Creating and Maintaining Travel Policies











The corporate travel manager is responsible for developing and implementing policies and procedures related to travel. This includes creating rules and regulations around business travel expenses, booking procedures, etc.

The corporate travel manager must be able to enforce these policies and take disciplinary action when necessary.

Are you interested in becoming a corporate travel manager?











If you are interested in a career in corporate travel management, you can do a few things to increase your chances of being successful in this role.

First, it is important to have strong organizational skills and be able to work well under pressure. Strong communication skills are also essential, as you will be working with employees, vendors, and other stakeholders regularly.

It is also helpful to have a strong understanding of the company’s business needs to develop and implement effective travel policies and procedures. In addition, having experience with contract negotiation and management is also beneficial.

If you have these skills and qualities, then a career as a corporate travel manager may be the right choice for you!

Corporate Travel Managers Guide Business Travel











The corporate travel manager position is an essential role within a company as it helps ensure that employees can safely and efficiently complete business travel. This position requires strong organizational skills and the ability to work well under pressure.

They guide all business travel and make the policies and guidelines that all employees should follow when they travel. This might include what travel expenses are allowed and what booking procedures should be used.

The corporate travel manager works with vendors to get the best rates for travel and accommodation. They also work to ensure that vendor performance meets the company’s expectations. They are essential to any organization that requires routine business travel.